Lead Program Assistant

St Anne's Family Services; Los Angeles (CA); On-site; USD 24,000 - 34,000; Full time

Job summary

St. Anne’s Family Services is seeking a Lead Program Assistant to support the Mental Health Services team at the Los Angeles campus. The role focuses on administrative oversight, client file maintenance, and coordination of program activities to ensure smooth operations.

The ideal candidate will have a high school diploma, strong typing and office software skills, and experience in a fast-paced environment, with a commitment to compassionate, confidential service for families.

Qualifications

• High school diploma or equivalent is required.
• Excellent typing, transcription, grammar, and editing skills.
• Experience with Microsoft Office, Internet, and Excel.
• Excellent verbal communication and ability to receive feedback.

Responsibilities

• Supervise, evaluate, and take action regarding personnel reporting to this position.
• Greet families and manage reception duties; coordinate incoming calls.
• Update master rosters and monthly reports for all programs in MHS.
• Prepare and maintain EHRS charts and program invoicing within budget.
• Coordinate appointments with the psychiatrist and assist with chart Prep.
• Maintain confidentiality and ensure compliance with HIPAA.

Skills

Typing

Transcription

Editing

Microsoft Office

Excel

Verbal communication

Feedback acceptance

Education

High School Diploma

Tools

Microsoft Office

Excel

Internet

Job description

Job Details

Job Location: St Annes Main Campus - Los Angeles, CA 90026

Position Type: Full Time

Education Level: High School Diploma

Salary Range: $21.00 - $21.00 Hourly

Job Shift: 1st Shift

Job Category: Mental Health Services

Lead Program Assistant

Overview

Salary Range

$21.00 per hour - Salary

Position Type

Full Time

Travel Percentage

Up to 10%

Description

Join us at St. Anne’s Family Services: Making a Difference in Families' Lives

About Us:St. Anne's Family Services is dedicated to transforming lives and communities. We're committed to providing unwavering support to families, from pregnancy to parenthood and childhood to adulthood. Our work brings about life-changing transformation, and we're seeking an Assistant Director, Family Based Services to join our team and be a vital part of this mission.

Why Choose Us

• Making a Difference:Every day, you'll contribute to breaking the cycles of poverty and ensuring families stay together, creating a lasting impact by supporting our teams.
• Collaborative Environment:Join a passionate team dedicated to our mission, where your insights and expertise are valued.
• Professional Growth:We support your career development and offer training to help you grow.
• Community Impact:Become part of a trauma informed organization that makes a positive difference.
• Work-Life Flexibility:We offer hybrid schedules for many roles and a 9/80 work schedule.

Salary and Benefits

• Salary is $21.00 per hour
• Paid Time Off: 10 paid holidays, and a generous PTO policy
• Employee Assistance Program (EAP)
• Medical, Non-Stop Benefits Card (we pay for most medical services and copays!)
• Dental, and Vision Insurance, Pet Insurance
• Chiropractic and Acupuncture services, 20+ visits per year
• Disability Insurance
• 403(b) Retirement Plan
• 403(b) Company Match
• Flexible Spending Accounts (FSA)
• And more!

Compensation

In accordance with California law, the expected salary range for this position is posted with this position.The actual compensation will be determined based on experience and other factors permitted by law.

Job Summary

Assists the Director of Mental Health Services by maintaining all client files and providing administrative support to staff within the department.

Schedule

Monday through Thursday 8am to 5:30pm with a Flex Friday - 8am to 4:30pm

Essential Job Duties

• Supervise, evaluate and recommend and/or take action in regard to personnel reporting directly to this position.
• Conduct supervision with Program Assistant.
• Interview, train, and hire Program Assistant.
• Cover all desks at St. Anne’s as needed.
• Greet and direct families and guests at the reception desk.
• Manage and direct incoming phone calls.
• Update and maintain the master rosters and monthly reports for all programs in MHS.
• Perform and/or oversee the collection, organization, and file documentation for all programs in Mental Health Services.
• Maintain facility and IT needs for MHS by utilizing the Maintenance and IT work order trackers for the department.
• Create and update EHRS charts in a timely manner.
• Complete and track all flex funds, check requests and other program invoicing for the department (CSS, PEI).
• Coordinate and schedule all appointments with the Psychiatrist. Includes preparing charts for the Psychiatrist and obtaining Court Authorization for clients who are dependents of the court and have been prescribed medication.
• Oversee the ordering and tracking of all supplies that are purchased for the department while ensuring the department stays within budget for the year.
• Compile data for monthly, quarterly, and annual reports to ensure the department meets contract requirements.
• Review and reconcile invoices and consultant activity logs for submission to Finance.
• Check charts quarterly for internal QA purposes.
• Coordinate donations with community agencies including Shelter Partnerships, LA Diaper Drive, Baby2Baby, and Adopt-A-Family.
• Manage provider data in NAPPA related to EBPs
• Schedule and coordinate meetings as requested by the Program Director.
• Maintain regular, consistent, and timely attendance.
• Maintain confidentiality as required by St. Anne’s, Licensing, HIPAA, and other regulatory agencies.
• Follow states and agency laws regarding child abuse reporting.

St. Anne’s values the dignity and worth of every person we serve. Employees are expected to support children’s emotional and social development by encouraging understanding of others and promoting positive self‑concepts. All employees must have the ability to treat those served by our agency in a caring and respectful manner, mindful of individual differences and cultural, ethnic, and socioeconomic diversity. As providers of social services, St. Anne’s employees work with clients dealing with complex emotional and mental health issues, many of whom are facing significant personal crises on a daily basis. Employees must remain aware of any personal emotions, transference, and/or countertransference that may hinder the ability to remain professional. As such, employees are expected to maintain composure during all interactions and crisis situations, implement a self‑care plan, and utilize crisis communication to deescalate client crisis and prevent any serious bodily injury or harm

Secondary Job Duties

• Participate in mandatory trainings, in‑services, and meetings.
• Represent the department at Safety Committee.
• Participate in the Continuous Quality Improvement (CQI) of the agency.
• Other duties as assigned.

Qualifications

• High school diploma or equivalent; associated degree in related field and/or work experience in child development or social service field preferred.
• Excellent typing, transcription, grammar, spelling, punctuation and editing skills.
• Experience in Microsoft Office, Internet, Excel.
• Excellent verbal communication skills with clients, visitors, volunteers, and employees.
• Ability to receive and implement constructive feedback.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is frequently required to walk, use hands to finger, handle, or feel objects, tools, or controls, and talk or hear. The employee is often required to stand and sit; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Employee may occasionally be required to drive a motor vehicle. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.